Description

REQUEST FOR PROPOSALS (RFP)

 

 

 

FOR TRAINING OF ZBS STAFFS IN HACCP (HAZARD ANALYSIS AND CRITICAL CONTROL POINTS), ESTABLISHMENT OF HACCP AND IMPLEMENTATION OF THE HACCP SYSTEM       

 

 

RFP NO. [TAHA/CONS/002/2021]

 

 

 

 

ISSUE DATE: 02.02.2021

CLOSING DATE: 09.02.2021 AT 05.00 P.M EAT

    

 

 

 

  1. Section A: Terms of Reference

1.1       Overview

The Tanzania Horticultural Association (TAHA) is an apex private sector member-based organization that advocates for the growth and competitiveness of the horticultural industry in Tanzania. Since its inception in 2004, TAHA has been an effective voicing platform for producers, traders, exporters and processors of horticultural products mainly; flowers, fruits, vegetables, horticultural seeds, spices and tubers.

 

All actors in a food chain have a responsibility to ensure the safety of food products in the intervening stages, irrespective of the nature of the activities they carry out. Contrary to the commonly accepted idea that food safety is something that should only be ensured by the food industry, the existence of food safety systems is a requirement for all units, whether industrial or not, where the preparation, processing, manufacture, Packaging, storage, transport, distribution, handling and sale or making available to the consumer of foodstuffs.

The HACCP System is designed to control the production process and is based on principles and preventive concepts. It is intended to apply measures that guarantee an efficient control, through the identification of points or stages where the hazards can be controlled, which can be of biological, chemical or physical nature (Baptista, P. and Venâncio, A., 2003). This system is scientifically based and is based on a systematic approach that not only ensures food safety but also reduces operational costs by reducing the need for microbiological analysis and destruction or reprocessing for safety, of the final product.

The GMP and GHP provide the basic environmental and operating conditions for the production of safe food. They cover the general principles of hygienic food handling which apply universally in all food premises. The HACCP plan, which is process and premises specific, is superimposed on these practices.

It is from this background that TAHA seeks consultancy services to train ZBS staffs in HACCP (Hazard Analysis and Critical Control Points), establishment of HACCP and implementation the HACCP system.

1.2       Objectives and Scope of the Assignment. 

Under the overall guidance and supervision of the of TAHA’s Senior Programs Manager the Programme has a component aiming to enhance farmer’s compliance capacity for market access shelved by the below objectives:

  • Present the concept and principles of the HACCP System.
  • Present the methodology of implementation of a HACCP System, describing in detail the steps inherent in this process.
  • Illustrate the implementation methodology of a HACCP System, pointing out, whenever possible, the main elements to be taken into account in each step of the implementation.
  • Provide information to support the understanding of the HACCP methodology and to facilitate its implementation in a company, in particular in the steps related to hazard analysis, the determination of critical control points, the establishment of critical limits and the establishment of the monitoring system.
  • Increased awareness among the Horticultural Crops value chain actor on Hazards Analysis Critical Control Point (HACCP).
  • Establishment and Implementation of HACCP for Zanzibar HC value chain actors.
  • Conduct Capacity Building Activities to 10 ZBS Staffs in HACCP.
  • Improve the adoption of HACCP by Zanzibar Food actors (Processors and Farmers).

 

1.3 Scope of work

The scope of work will include, but not necessarily be limited to, the following activities:

 

  1. Principles of HACCP:
  • Principle 1: Hazard analysis.
  • Principle 2: Determination of critical control points (CCPs).
  • Principle 3: Establishment of critical limits.
  • Principle 4: Establishment of a monitoring system.
  • Principle 5: Establishment of corrective actions.
  • Principle 6: Establishment of verification procedures.
  • Principle 7: Establishment of documentation and registration.
  1. The sequence and interaction of the HACCP methodology steps, and the identification of the associated HACCP Principles:
  • Module 1 – History and background of the HACCP system
  • Module 2 – The Codex guidelines for the application of the HACCP system
  • Module 3 – Assemble the HACCP team – Task 1
  • Module 4 – Describe product and identify intended use – Tasks 2 and 3
  • Module 5 – Construct flow diagram and on-site confirmation of flow diagram – Tasks 4 and 5
  • Module 6 – List all potential hazards associated with each step, conduct a hazard analysis and consider any measures to control identified hazards – Task 6/Principle 1
  • Module 7 – Determine critical control points – Task 7/Principle 2
  • Module 8 – Establish critical limits for each critical control point – Task 8/Principle- 3
  • Module 9 – Establish a monitoring system for each critical control point – Task 9/Principle-4
  • Module 10 – Establish corrective actions – Task 10/Principle 5
  • Module 11 – Establish verification procedures – Task 11/Principle 6
  • Module 12 – Establish documentation and record keeping – Task 12/Principle 7.

1.4 Output of the Assignment

The consultant is expected to deliver the following outputs for this assignment:

 

  1. Detailed training program.
  2. Detailed report on the training of HACCP to ZBS Staffs
  3. Documentation and Record keeping system to be used in the HACCP.
  4. The Codex guidelines for the application of the HACCP system.
  5. Procedures necessary for attainment of HACCP.
  6. 10 ZBS Staffs trained on HACCP from both Unguja and Pemba.

 

1.5 Estimated duration and reporting.

The whole assignment is expected to take a period of 10 days from the commencement date stipulated in the contract. The consultant shall report to TAHA’s Senior Programs Manager.

1.6 Qualification and Experience of the Consultant. 

Ideal candidates for the assignment should possess the following attributes;

  • In order to carry out the above-mentioned tasks, the consultant is expected to have the following expertise:
  • A Bachelor’s degree in Food Safety, Public Health, Crop Protection, Agriculture Education and Extension, agronomy, environmental science or related and relevant field.
  • Relevant professional training in ISO22000, BRC, and HACCP implementation from a recognized institution is mandatory.
  • At least 5 years’ working experience in ISO22000, BRC, HACCP implementation especially in the small and medium scale farmers’ context.
  • Good knowledge in undertaking of ISO22000, BRC, HACCP of processed Horticultural Crops in the region
  • Demonstrated experience in having undertaken similar exercises elsewhere
  • Excellent interpersonal and adult training skills.
  • Excellent communication skills, including fluency in English & Kiswahili.

 

 

 

2.    Section B: Bidder Instructions

2.1 Documents to be submitted

The following documents shall be submitted;

  • Technical proposal including detailed breakdown on how your proposal meets TAHA requirements, methodology on how you will approach the work, a proposed work plan, team structure of the team to execute the activity (If applicable), CVs for each team member and experience in development risk analysis reports for similar organizations including reference letters from clients.
  • Financial proposal basing on the above TORs with costs breakdown and not a lump sum amount. All costs (e.g. consultant fees, DSA, transport, payment of team members, etc.) should be disclosed in the proposal.
  • The following mandatory commercial documents;

o   Certificate of Incorporation (If any)

o   Business License (If any)

o   TIN Certificate

o   VAT Registration Certificate if registered.

o   To provide a TRA Fiscal receipt for any payments received from TAHA.

2.2 Submission procedure

Bidders should submit protected soft copy of both Technical and Financial proposal by 5:00 PM (EAT) on 09.02.2021referring the above RFP number, with the subject line

“TRAINING OF ZBS STAFFS IN HACCP (HAZARD ANALYSIS AND CRITICAL CONTROL POINTS), ESTABLISHMENT OF HACCP AND IMPLEMENTATION THE HACCP SYSTEM  ” via email address procurement@taha.or.tz addressing;

 

Chief Executive Officer,

Tanzania Horticultural Association (TAHA),

Kanisa Road, House No. 49,

P.O Box 16520,

Arusha,

Tanzania

 

Proposals received after this time will not be accepted for consideration. By submitting a proposal, each bidder represents that:

  • The proposal is based upon an understanding of the specifications and requirements described in this RFP.
  • The costs for developing and delivering responses to this RFP and any subsequent presentations of the proposal as requested by TAHA are entirely the responsibility of the bidder. TAHA is not liable for any expense incurred by the bidder in the preparation and presentation of their proposal.
  • All materials submitted in response to this RFP become the property of TAHA and are to be appended to any formal documentation, which would further define or expand any contractual relationship between TAHA and the bidder resulting from this RFP process.
  • The information regarding TAHA included in the RFP is confidential and the bidder may not divulge or disclose to any third party in any form or manner whatsoever, either directly or indirectly, any Confidential Information without the prior written consent of the TAHA

2.3      Late Submissions

Regardless of cause, late submissions will not be accepted and will automatically be disqualified from further consideration. It shall be the bidder’s sole risk to assure submission by the designated time.

2.4      Withdrawing Proposals

Proposals may not be withdrawn for a period of 30 days after the proposal due date. Proposals may be withdrawn prior to the proposal due date, provided that such requests are in writing.

2.5        Rights Reserved

While TAHA has every intention to award a contract as a result of this RFP, issuance of this RFP in no way constitutes a commitment by TAHA to award a contract. Upon a determination such actions would be in its best interests, TAHA in its sole discretion reserves the right to:

  • cancel or terminate this RFP;
  • reject any or all proposals received in response to this RFP;
  • waive any undesirable, inconsequential, or inconsistent provisions of this document, which would not have significant impact on any proposals;

2.6 Bidder Questions

This RFP contains the instructions governing the proposals to be submitted and a description of the mandatory requirements upon request. To be eligible for consideration, a bidder must meet the intent of all mandatory requirements. Compliance with all requirements will be determined by TAHA’s procurement committee. Responses that do not meet the full intent of all requirements listed in this RFP may be subject to point reductions during the evaluation process or may be deemed non-responsive.

Bidders requiring clarification or interpretation of any section or sections contained in this RFP shall send an email request to TAHA by the deadline of 5:00 PM (ET) on 5th February 2021 All email correspondence must be addressed to: Procurement procurement@taha.or.tz copying patrick.mchomvu@taha.or.tz, basilisa.mtalo@taha.or.tz each bidder submitting a clarification request must clearly address each question by reference to a specific section, page, and item of this RFP. Written questions received after the deadline may not be considered. Every effort will be made to provide written answers no later than 5:00 PM (EAT) 6th February 2021.

Any interpretation, correction, or change to this RFP will be made by written addendum by the Chief Executive Officer. Interpretations, corrections, or changes to this RFP made in any other manner will not be binding and bidders should not rely upon such interpretations, corrections, or changes.

2.7    RFP Response Format

In order to facilitate the analysis of responses to this RFP, bidders are required to prepare their proposals in accordance with the instructions outlined in this section. Bidders whose proposals deviate from these instructions may be considered non-responsive and may be disqualified at the discretion of TAHA.

Proposals should be prepared as simply as possible and provide a straightforward, concise description of the bidder’s capabilities to satisfy the requirements of the RFP. Emphasis should be on accuracy, completeness, and clarity of content. All parts, pages, figures, and tables should be numbered and clearly labeled.

The technical proposal should include but not limited to:

  • Cover Page
  • Letter of transmittal signed by a legally authorized representative
  • Executive summary
  • Implementation approach
  • Relevant methodology
  • Proposed work plan
  • Relevant experience in similar engagements including a minimum of 3 references within the last 5 years including:
    • Client name and address;
    • Contact name
    • Contact phone number;
    • Engagement start and end dates;
    • Description and outcome
  • Proposed team structure including the following key roles
    • Lead Consultant detailed CV
    • List of Assistants, their qualifications and experience (If any).

 

  • Responses to TOR’s as required.

The financial proposal should include but not limited to:

  • Cover page
  • Letter of transmittal signed by a legally authorized representative
  • Cost summary (detailed total cost of the proposed solution complete with allocation of cost to every activity involved)

2.8      Evaluation Procedure

All responsive proposals will be evaluated based on stated evaluation criteria. TAHA evaluation committee will separate proposals into “responsive” and “non-responsive” proposals. To be considered responsive, the bidder must meet the requirements outlined in Section 2.1 and Section 2.2 in the instructions to bidder.  Non-responsive proposals will be eliminated from further consideration. The procurement committee will then evaluate the remaining proposals and rank them to establish the highest score. Discussions and negotiations may take place with the short list of bidders to obtain a best and final offer. The award will be based upon the proposal that is determined to be in the most competitive.

 

 

Evaluation Criteria

Technical Evaluation 

The technical proposal will be given a technical score. The proposal shall be rejected at this stage if it does not achieve the minimum technical score stipulated. Responses to this RFP will be evaluated according to the following criteria:

ü  Technical Proposal = 60%

ü  Financial Proposal = 40%

Points may be subtracted for non-compliance with specified format requests. TAHA may also choose to not evaluate, may deem non-responsive, and/or may disqualify from further consideration any proposals that do not follow this RFP format, are difficult to understand, are difficult to read, or are missing any requested information.

Award of Contract

Once the proposals are opened, a committee selected by TAHA will evaluate each proposal, taking into consideration the criteria and methodology stipulated in this RFP. TAHA will be the sole judge in evaluation considerations and may make an award to the bidders(s) who submits the proposal judged by TAHA to be in its best interest. A recommendation as to which proposal best meets the interests of TAHA (as determined by the evaluation committee) will be presented to TAHA management. The award will only be to responsible bidders(s) qualified by experience to perform the services specified herein. All proposals submitted shall be valid for a period of thirty (30) calendar days from the date of the proposal opening. Any effort by bidders to influence TAHA in the examination, evaluation, and recommendation for award of contract may result in the rejection of the bidders’ proposal.

 

 

 

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